- Administrative & Organisational Skills
- Property & Facilities Management Skills
- Tenant Relations & Customer Service Skills
- Reporting & Analytical Skills
- Compliance, Health & Safety, and Risk Management
- Communication & Interpersonal Skills
- Leadership & People Management
- Technical & Software Skills
- Problem-Solving & Operational Skills
- Project & Task Management Skills
Administration
- Manage floor plans, parking requirements and access control in collaboration with the Property Administration Lead & Building Manager.
- Ensure thorough inspection of work done by the internal maintenance team and external contractors/service providers before such work is approved for payment.
- Ensure that we do not accept nor pay for sub-standard work performed.
- Ensure that work done by internal maintenance team and external contractors/service providers is per our required standard/guide/expectation.
- Organize contractors to attend to maintenance/repair issues and liaise with tenants where applicable.
- Responsible for issuing the Housekeeper's with their daily checklists/task rosters and capturing them on the system.
- Assist the Property Administration Lead & Building Manager in the management of stock orders, including ordering of weekly stock. The incumbent will also ensure that stock reconciliations for each month is completed.
- Ensure the smooth running of the Property office, including accurate, complete and prompt filing and updating of property documentation with Compliance Office, leading in the change towards paperless, electronic filing.
- Management of petty cash / credit cards.
- Handling of day-to-day operational works.
- Ensure that access is afforded to all sites as required for reading of utility meters, inspections by statutory authorities and insurance company representatives etc as required.
- Ensure the department holds a complete set of keys for all properties, recording issue of keys.
- Provision of administrative support to the Finance Team (not limited to properties/property group).
- Direct, supervise and guide the central cleaning team, landscaping team and repairs/maintenance teams when on site.
- Ensure that continuous learning takes place with regards to HVAC, Elevators/lifts, Fire Safety, Landscaping and other related key aspects in light of effective property management.
- Preparation of monthly reporting for the Property Administration Lead & Building Manager in respect of repairs and maintenance analysis, including but not limited to trends.
- Ensure timeous submission of reports within the agreed deadlines.
- Ensure that reports are accurate, complete, print ready and comply with the Groups Reporting Standards.
- Handle general tenant enquiries including written, phone and email, responding promptly and courteously.
- Build professional and strong working relationships with the tenants.
- Ensuring standards of excellence at all times and ensuring full compliance in letting standards are met, when dealing with tenants.
- Attend to tenant viewings.
- Complete routine inspections of commercial buildings to identify areas that need repairs, upkeep or revamp.
- Directing maintenance and repair issues to the internal maintenance team or external contractors/service providers as appropriate.
- Maintain an up-to-date list of Service provider schedules, Maintenance, Contractors, Projects, Health and safety issues/snags.
- Co-ordinate and maintain a list of emergency call-out telephone numbers of contractors/service providers.
- Co-ordinate and make appointments for day-to-day and cyclical maintenance jobs in liaison with the internal maintenance team or external subcontractors/service providers for all properties.
- Ensure all regular/routine maintenance is completed timeously.
- Performance must be tracked by yourself, and the onus is placed on your manager to set-up performance review meetings with the Property Administration Lead & Building Manager.
- Living HW values of Service Excellence, Commitment, Integrity, Accountability, Enthusiasm, Ubuntu, and Innovation.
- Sustainable morale and team building initiatives.
- Complying with company policies and procedures.
- 100% compliance with health and safety regulations.
- Compliance with relevant Acts/Laws/Regulations.
- Intense focus on quality with regards to communication, capturing, documentation etc.
- Ensure logical saving of all work, templates, etc. so records can stand on its own when enquiries/ investigations/audits take place.
- Produce high quality, neat, logical, succinct, easy to follow, easy to understand, formula linked work/templates/workbooks - of which is substantiated by facts.
- Ensure the above (final version) and other documents are chronologically saved/backed up.
- Declaration of all gifts.
- Non-acceptance of kickbacks. Instances to be reported immediately.
- Declaration all conflicts of interest upfront.
- Promote a culture of confidentiality within the business with regards to the protection of personal information.
- Ensure all personal information of tenants and suppliers and other stakeholders is not shared and is maintained in a secure environment.
- Assist with specific tasks / projects as directed by the Property / Finance Team.
- Assist / perform any adhoc tasks and company projects that may arise from time to time.
- Completed or studying towards bachelors degree in business, administration, or a related field
- Valid Drivers License
- 2-5 Years of Property and Office Administration Experience.
- Proficient in a variety of computer software applications including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint and Access).
